What is a Job Application Letter? Writing a winning Cover Letter
What is a Job Application Letter? Writing a winning Cover Letter
A letter of application, also known as a cover letter, is a document sent with your resume to provide additional information about your skills and experience. The letter of application is intended to provide detailed information on why are you are a qualified candidate for the job you are applying for. Effective application letters explain the reasons for your interest in the specific organization and identify your most relevant skills or experiences.
An application letter should be professional and to the point. Your application letter should let the employer know what position you are applying for, what makes you a strong candidate, why they should select you for an interview, and how you will follow up.
Do you need to write a letter to apply for a job? Most of the time, the answer is yes. Even in the rare cases when employers don’t require a job application letter, writing one will help you highlight your skills and achievements and get the hiring manager’s attention.
Hard Copy Letter vs. Email
The formatting information below is for a hard copy, printed out letter. If you are sending an email application letter, the structure is quite similar, although there are a few important differences.
The main difference in an email is that you need to include a subject line that clearly lays out your purpose for writing. And, instead of placing your contact information at the top of the letter, as you would in a hard copy, you’ll include it below your signature.
Writing Guidelines for Job Application Letters
Writing a job application letter is very different from a quick email to a friend or a thank-you note to a relative. Hiring managers and potential interviewers have certain expectations when it comes to the letter’s presentation and appearance, from length (no more than a page) to font size and style to letter spacing:
(STRUCTURE)
Length: A letter of application should be no more than one page long.
Format and Page Margins: A letter of application should be single-spaced with a space between each paragraph. Use about 1″ margins and align your text to the left, which is the standard alignment for most documents.
Font: Use a traditional font such as Times New Roman, Arial, or Calibri. The font size should be between 10 and 12 points.
What to Include in Each Section of the Letter
There are also set rules for the sections included in the letter, from salutation to sign-off, and how the letter is organized. Here’s a quick lowdown on the main sections included in a job application letter:
Heading: A letter of application should begin with both your and the employer’s contact information (name, address, phone number, email) followed by the date. If this is an email rather than an actual letter, include your contact information at the end of the letter, after your signature.
Salutation: This is your polite greeting. The most common salutation is “Dear Mr./Ms.” followed by the person’s last name. Find out more about appropriate cover letter salutations, including what to do if you don’t know the person’s name, or are unsure of a contact’s gender.
- Examples of General Salutations
- Dear Hiring Manager
- To Whom It May Concern
- Dear Human Resources Manager
- Dear Sir or Madam
- Dear Company Name Recruiter
- Punctuation
Body of the letter: Think of this section as being three distinct parts.
In the first paragraph, you’ll want to mention the job you are applying for and where you saw the job listing.
The next paragraph(s) are the most important part of your letter. Remember how you gathered all that information about what employers were seeking, and how you could meet their needs? This is where you’ll share those relevant details on your experience and accomplishments.
The third and last part of the body of the letter will be your thank you to the employer; you can also offer follow-up information.
Complimentary Close: Sign off your email with a polite close, such as “Best” or “Sincerely,” followed by your name.
What is a Job Application Letter? Writing a winning Cover Letter
Example to use | Closing not to use |
Sincerely | Affectionately |
Sincerely yours | Best wishes |
Regards | Cheers |
Best | XOXO |
Best regards | Fondly |
With best regards | Warm regards |
Kind regards | Yours |
Yours truly | Warmly |
Most sincerely | Take care |
Respectfully | Take it easy |
Respectfully yours | Have a great day |
Thank you | Have a nice day |
Thank you for your consideration | Love |
Signature: End with your signature, handwritten, followed by your typed name. If this is an email, simply include your typed name, followed by your contact information.
Language features
- Use simple present tense
- Use formal language or not slang
- Targeted subject line, include the job title and a branding statement
- Explain the obvious reason why you are writing in opening statement
- Explain your accompliments which the company may need to hire you
- Write politely, effectively, and communicative
- Use the verbs to indicate actions and feelings
- Use the future tense for suggesting solutions to problems the job
READ: Best way to write a winning cover letter (employment letter)
Tips for Writing an Effective Letter
A cover letter can either help or harm you. In order to ensure that your job application supports your resume, rather than detracts from it, follow these tips:
- Always write one. Unless a job posting specifically says not to send a letter of application or cover letter, you should always send one. Even if the company does not request a letter of application, it never hurts to include one. If they do ask you to send a letter, make sure to follow the directions exactly (for example, they might ask you to send the letter as an email attachment, or type it directly into their online application system). Following application directions is the first step to getting selected for an interview.
- Use business letter format. Use a formal business letter format when writing your letter. Include your contact information at the top, the date, and the employer’s contact information. Be sure to provide a salutation at the beginning, and your signature at the end.
- Sell yourself. Throughout the letter, focus on how you would benefit the company. Provide specific examples of times when you demonstrated skills or abilities that would be useful for the job, especially those listed in the job posting or description. If possible, include examples of times when you added value to a company. Numerical values offer concrete evidence of your skills and accomplishments.
- Use keywords. Reread the job listing, circling any keywords (such as skills or abilities that are emphasized in the listing). Try to include some of those words in your cover letter. This will help the employer see that you are a strong fit for the job.
- Keep it brief. Keep your letter under a page long, with no more than about four paragraphs. An employer is more likely to read a concise letter.
- Edit, edit, edit. Employers are likely to overlook an application with a lot of errors. Therefore, read through your cover letter, and if possible ask a friend or career counselor to review the letter. Proofread for any grammar or spelling errors.
- Do not copy your resume. The purpose of this letter is to show that you are a strong candidate and to highlight your relevant experience and abilities. Since your application letter will be accompanied by your resume, make sure the letter does not duplicate your resume exactly. Your resume is a general record of your experience, education, and accomplishments. In contrast, your application letter should show how exactly your background makes you a good fit for a particular position.
- Tailor each application letter to the job. As mentioned above, emphasize in your letter why you are an ideal candidate for the specific job. This requires that you personalize each letter to fit the specific company and position. Here’s information on how you can closely match your qualifications to the job posting.
- Be professional. Application letters have a fairly rigid format — as hiring managers read your letter, they will expect to see certain information included in set areas. You have freedom within the structure to be personable, but it is important to stick to a certain level of formality. Pay particular attention to the professionalism of your salutation and what you call the employer. You wouldn’t, for instance, want to refer to the letter’s recipient by the first name unless specifically requested.
- Get off to a direct start: In your first paragraph, explain why you are writing. Mention the job title and company name, and also where you came across the job listing. While you can also briefly mention why you are a strong candidate, this section should be short and to-the-point.
- Offer something different than what’s in your resume: It’s rare to send an application letter without also sending a resume. Your application letter, therefore, should not duplicate your resume. Your language can be a bit more personal than in resume bullet points — you can tell a narrative about your work experience and career.
- Make a good case. Your first goal with this letter is to move on to the next step: an interview. Your overarching goal, of course, is to get a job offer. Use your application letter to further both of these causes. Offer details about your experience and background that show why you are a good candidate. How have other jobs prepared you for the position? What would you bring to the position, and to the company? Use this space to emphasize your strengths.
- Close with all the important details. Include a thank you at the end of your letter. You can also share your contact information. If you’d like, mention how you will follow up.
What is a Job Application Letter? Writing a winning Cover Letter
Some Common Mistakes to Avoid
Skimming the instructions and missing the real intent of the application questions. Read carefully and don’t rush. After all, who wants an employee who doesn’t follow directions?
Writing “see attached” to avoid filling in material on the application. Many employers will screen primarily on the application itself, so you need to fill in all the blanks even if the information is duplicated on an attached resume.
Supplying generic statements about your skills or experiences. Instead, highlight and front load the skills and experiences most relevant to your target job.
Fabricating or exaggerating your qualifications. Dishonesty and fabricated information are grounds for immediate dismissal, so avoid the temptation to make up or puff up your credentials.
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Applying to jobs you’re not qualified for. If the position requires an advanced degree or a certain number of years of experience that you don’t possess, don’t waste your or the hiring manager’s time applying.
Submitting your application to the wrong person or department. Make sure you direct your application to the individual or department referenced in the ad or job post.
You might copy other contacts you have at the company: “I thought you might want to see the materials which I submitted to HR given our helpful informational meeting last week.”
Spelling or grammatical errors. Copy and paste online descriptions into a spelling and grammar checker like Word first. Put your finger on every word and make sure it is spelled correctly. Read your document out loud to check for grammatical errors and, when possible, have another set of eyes review your document before submission.
Writing descriptions that don’t include accomplishments. Even though the application says job description, take that to mean a description of how you added value as opposed to a bland list of duties. Using numbers to quantify descriptions is a good way to highlight accomplishments, “Managed financial oversight of $500,000 annual fundraiser.”
Neglecting to explain job gaps. If you have legitimate reasons for gaps in employment, find a way to explain why you were out of work such as “I left in good standing to care for my newborn baby or a terminally ill parent.”
Listing an unprofessional sounding email address. Set up a separate email account for job-related purposes that doesn’t include anything like [email protected].
Source: https://www.academia.edu